Executive Assistant to the Investment team

Dagen; Dallas (TX); On-site; USD 70,000 - 90,000; Full time

Job summary

A financial services firm in Dallas seeks an experienced Executive Assistant to support their Investment Team. Responsibilities include managing calendars, coordinating travel, prepping investment documents, and tracking communications. Ideal candidates have 5-10 years of experience in investment management support, advanced Microsoft Office skills, and possess strong communication and interpersonal skills. The firm values detail-oriented and proactive individuals who can handle sensitive information discreetly.

Qualifications

• 5-10+ years of experience supporting senior executives, ideally in investment management.
• Exceptional work ethic, humility, and a proactive self-starter.

Responsibilities

• Manage complex calendars for senior executives.
• Coordinate all aspects of domestic and international travel.
• Prepare and organize sensitive investment materials.
• Support pipeline and communication tracking.
• Manage team tech stack records and workflows.
• Process expense reports, invoices, and purchase orders.
• Coordinate recruiting and onboarding for interns.
• Serve as a professional first point of contact.

Skills

Advanced proficiency in Microsoft Office Suite

Familiarity with finance-related software

Attention to detail

Interpersonal skills

Excellent written and verbal communication

Job description

Executive Assistant to the Investment Team

The Executive Assistant will be responsible for providing comprehensive administrative and logistical support to ensure the efficiency and productivity of the Investment Team.

Responsibilities will include, but are not limited to:

• Calendar and Travel Management: Manage complex calendars for the SeniorManaging Director, Vice Presidents and Associate, scheduling internal and external meetings, including Investment Committee meetings and quarterly calls.
• Logistics Coordination: Coordinate and arrangeall aspects of domestic and occasional international travel required for due diligence and investment portfolio management.
• Document and Report Preparation: Assist in the preparation, organization, and formatting of sensitive investment materials, including Quarterly Updatesand Memos, ensuringhigh quality and timely delivery for Committee review.
• Pipeline and Communication Tracking: Support the Investment Associate by maintaining records and coordinating correspondence with family officepeers, investment managers,asset managers, and other service providers.
• Technology and Data Management: Manage and updaterecords and workflowwithin the team's tech stack, such as CRM, performance reporting, and workflow management systems.
• Financial Administration: Process and trackexpense reports, invoices, and purchase ordersfor the Investment Team.
• Team Support and Recruiting: Help manage the logistical coordination for recruiting and onboarding investment interns.
• Professional Representation: Serve as the professional first point of contact for external partners, handling correspondence, and maintaining the highest level of discretion regarding sensitive firm information.

Qualifications include:

• Experience: 5-10+ years of experience supporting senior executives, ideally within the investment management or single-family office sector.
• Skills: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Familiarity with finance-related software (e.g., performance reporting, CRM, multi-asset portfolio analytics) is highly desirable.
• Attributes: Exceptional work ethic, humility, positive attitude, attention to detail, and interpersonal skills. Must possess a high degree of intellectual curiosity and be a proactive self-starter.
• Communication: Excellent writtenand verbal communication skills and the ability to manage multiple workstreams concurrently.